Bharat Heavy Electricals Limited Tenders_251109.pdf · Bharat Heavy Electricals Limited ......

Bharat Heavy Electricals Limited (A Govt.of India Undertaking)

High Pressure Boiler Plant, Tiruchirappalli 620 014, India FAX : 91 - (0431) – 2520076 Phone : 2577823

AN ISO 9001 COMPANY

Tender No.BP:07:57:24

Dated: 14.11.2009

GENERAL TERMS & CONDITIONS

TENDER FOR OUTSOURCING OF

HOUSE KEEPING AND CATERING SERVICES

FOR BHEL TRANSIT FLATS AT CHENNAI AND NEW DELHI

AND

KAILAS GUEST HOUSE AT TIRUCHIRAPPALLI

CONTENTS

1. Scope and General Terms & Conditions

2. Pre-qualification Bid – Part A

3. Price Bid – Part B

Last date for submission : 05.12.2009; 14.00 hours

Administration

Phone: 0431-2577823

Fax: 0431-2520076

Bharat Heavy Electricals Limited (A Govt.of India Undertaking)

High Pressure Boiler Plant, Tiruchirappalli 620 014, India

FAX : 91 - (0431) – 2520076 Phone : 2577823

AN ISO 9001 COMPANY

TENDER FOR

OUTSOURCING OF HOUSE KEEPING AND CATERING SERVICES

FOR BHEL TRANSIT FLATS AT CHENNAI AND NEW DELHI

AND KAILAS GUEST HOUSE AT TIRUCHIRAPPALLI

TENDER DOCUMENT

Tender No. BP: 07:57:24 Dated: 14.11.2009

GENERAL TERMS & CONDITIONS

Last date for submission of sealed tender :05.12.2009 ; 02-00 pm

Date of opening the tender :05.12.2009 ; 02-30 pm

Venue : Office of the Deputy General Manager

(Administration)

BHEL, Tiruchirapalli-620 014, Tamil Nadu.

GENERAL INFORMATION

Bharat Heavy Electricals Limited ( hereinafter referred as Company) is desirous of engaging an agency in

hospitality and catering services for running its Transit Flats in New Delhi, Chennai and Kailas Guest House

at Trichy. The Transit Flats/Guest House should be managed on round-the-clock basis.

Eligibility Criteria

The hospitality agency should be a registered and a well-established organization.

The agency should have experience in maintaining Guest Houses (House Keeping, Labour, Materials &

Services) on round the clock basis for a continuous period of a minimum of 5 years.

Audited balance sheet for the past three years are to be furnished along with this document.Copy of income tax

assessment order or acknowledgement of Income tax returns filed to be enclosed

Documentary evidence for experience in Guest Houses House Keeping, Catering and Maintenance services for

the value not less than Rs. 10 lakhs per annum is to be submitted along with the tender, without which the

tender is liable for rejection.

The list of clients, present and past, should be enclosed and contract completion certificate from past client(s)

may be furnished.

…2

Page – 2

The total number of staff engaged in hospitality and catering service, their professional qualifications and the

total turnover per annum for the last three years may please be furnished. Any certification like ISO 9000 or any

other standardization certificate may also be furnished.

There should be no case or charge under investigation / enquiry / trial against the agency, nor conviction in a

Court of law or suspended / blacklisted by any organization on any ground.

Sales Tax Assessment Order if any for the preceding THREE years shall be enclosed.

If the performance of the bidder is found to be unsatisfactory for any reason, in any organization, BHEL

reserves the right to reject the bid submitted by bidder.

The decision of BHEL regarding the bid shall be final and conclusive. BHEL reserves the right to reject any or

all the bids at any time without assigning any reason.

EARNEST MONEY DEPOSIT

The quotation must be submitted together with a Demand Draft drawn in favour of Bharat Heavy Electricals

Limited, Tiruchirappalli 620 014 on any scheduled Bank for Rs.1,00,000/- (Rupees One Lakh Only) towards

Earnest Money Deposit (EMD ).

The tenderer is not entitled for any interest on the deposit nor can he claim any right for award of the contract.

The deposit amount shall be forfeited if the tenderer, after opening the price bid , withdraws/modifies from his

offer or modifies the terms and conditions thereof or fails to take up the work within one week of awarding the

contract. Earnest Money Deposit shall be returned to all un-successful tenderers after taking a decision on

tenders.

SECURITY DEPOSIT:

Security Deposit shall be collected from the successful tenderer. The rate of Security Deposit will be as below:

Up to Rs. 10 lakhs 10%

Above Rs.10 lakhs up to Rs.50 lakhs 1 lakh + 7.5% of the amount exceeding

Rs.10 lakhs

Above Rs. 50 lakhs Rs. 4 lakhs + 5% of the amount exceeding

Rs.50 lakhs.

The contractor should remit the Security Deposit before start of the work. The EMD amount shall be converted

as security deposit and the balance amount shall be remitted. Alternatively, a Bank Guarantee for 50% of the

said sum may also be provided and balance in the deposit. No interest will be paid to the Contractor for the

amount deposited during the period of agreement.

Failure to pay the security deposit shall be treated as failure to discharge the duties under the contract and shall

result in cancellation of the the contract and the tenderer shall be liable to compensate BHEL for any losses

incurred by BHEL. EMD in such cases shall be forfeited. The security deposit shall be

…3

Page – 3

refunded within a reasonable time after the date of successful completion of the contract i.e. the contractor

carrying out all obligations / operations as required under the contract.

BHEL reserves the right to appropriate any part or the whole of the amount of the security deposit without

prejudice to other claims against this contractor for losses suffered by BHEL due to failures on the part of the

contractor or due to termination of contract or contractor becoming disqualified because of liquidation /

insolvency or change of composition. The decision of BHEL in respect of such losses, damages, charges,

expenses or costs, shall be final and binding on the contractor and the decision shall not be questionable.

EVALUATION OF TENDER:

Though the tender covers requirement of Transit flats at New Delhi, Chennai and Guest Houses at Tiruchy,

evaluation will be done for each transit flats/guest house separately on the basis of L1 and it may be noted that

for each flat/guest house, overall L1 for all elements of work i.e. fixed cost, maintenance cost, guest amenities,

food, more specified in the schedule in respect of such transit flats/guest house, shall be evaluated. For this

occupancy rate of 60% shall be assumed.

GENERAL CONDITIONS.

SCOPE OF WORK AND SERVICES

1. FRONT OFFICE

a. To co-ordinate room allocation, bookings, check-in and check-out of guests, answering the

phone calls.

2. CATERING

a. To render Food and Beverage services at very good standards

b. To render special services as required by BHEL.

3. HOUSEKEEPING

a. To render all housekeeping services at high standards

4. LAUNDRY

a. To render laundry services at very good standards for guest house belongings

b. To render laundry services at very good standards for staying guests on chargeable basis

from them..

5. GENERAL ADMINISTRATION

a. To co-ordinate with respective departments of BHEL for smooth running of the guesthouses.

b. To maintain records as required by BHEL.

…4

Page – 4

1. FRONT OFFICE

1.1 When the guest checks-in, the Contractor/Contactor's staff shall immediately

1.1.1 Attend to him, receive him, and allot the room specified by BHEL on his name. round the

clock. BHEL will reserve the rooms and intimate the Contractor through Reservation

slips. The contractor shall not allot rooms on his own, for any reason.

1.1.2 Get the guest's name entered in the Guest Register to be provided by BHEL.

1.1.3 Guide the guest to his room carrying his baggage and look for his comforts, keep fresh

water, etc.

1.1.4 Offer him tea/coffee/meal, etc. as required by him, depends on the timing , on chargeable

basis.

1.2 When the guest checks-out, separate bills for boarding and lodging are to be prepared and get the same

signed by the guest.

1.2.1 In case of paying guests, the Contractor shall collect the money from the guest and

deposit the amount collected against lodging bill to BHEL cash office, while retaining the

boarding bill amount for the boarding facilities provided by the contractor.

1.2.2 In case of Company's guests, the Contractor shall raise bill for boarding part alone and

get the same signed by the guest and keep it for reimbursement from BHEL along with

other bills to be submitted by the Contractor once in a month.

1.2.3 Carry the guest's baggage from the room to the vehicle.

1.2.4 To help that the guest has not left behind in the room any of his belongings, and if

found any such belongings, to immediately inform BHEL and arrange for sending the

same to the guest.

1.3 During stay, the guest's miscellaneous needs are to be attended to, like laundry needs,

providing him with cigarettes, etc. The charges for these services may be collected from

the guest on actual basis, providing relevant bills.

1.4 To order for newspapers and magazines as advised by BHEL, coordinating with the

newspaper agents, and paying for the bills in the end of the month. This will be

reimbursed by BHEL along with the Contractor's bill, but to be submitted with relevant

suppliers' bills.

1.5 Minimum number of staff to be deployed by the contractor is enclosed in the

annexure for each Transit flat/ Guest House.

2. CATERING 2.1 The Contractor shall provide the following services:

2.1.1 Preparation of breakfast, lunch and supper, tea and coffee, etc., as per the menu given

separately in the Annexure 1.

2.1.2 The menu may be altered for specific guests / special occasions / programmes / functions

as desired by BHEL, within the overall scope of the menus. For any extra items, not

contemplated in the Annexure-I the Contractor may charge additionally on the mutually

agreed rates.

2.1.3 The Contractor shall take orders beforehand from the staying guests regarding their food

requirements. The departments of BHEL will also place separate order on the Contractor

for any official programmes/ functions / special occasions.

2.1.4 The contractor shall suitably display the menu with details and rates as per the tender in

all the rooms and the dining areas.

…5

Page – 5

2.2 The Contractor shall be responsible for procurement of raw materials and ingredients. First quality /

standard brands of raw materials and ingredients shall be used in the preparation of food and

beverages. Fresh vegetables and milk, standard beverages shall be used. The quality of the

materials should be satisfactory to the inspecting officials of BHEL and should be changed if

advised by BHEL for improvements..

2.3 The Contractor shall store sufficient quantity of high quality ingredients in the available place in the

guesthouses to ensure preparation of food items in time. The Contractor at his own risk shall make

the procurement and storage.

2.4 The timings for services shall be as informed by the Company.

2.5 Every food preparation shall be used for the specific service and the leftovers shall not be carried to

next meal service.

2.6 The Contractor shall be responsible for service of food and beverages in the Dining room. Room

service shall be provided on special request from the staying guests.

2.7 The Contractor shall provide efficient and prompt service to all members.

2.8 The food preparation is to be done in a strictly hygienic environment and matching process without

any compromise. The staff members are also expected to be reporting for duty with good health and

hygiene.

2.9 The Contractor shall perform the Service to the satisfaction of the Company Representative; if any

shortcoming is found then on instruction from Company Representative, the Contractor shall rectify

the shortcoming immediately.

2.10 The Contractor shall ensure that the cooks are professionally-qualified, experienced persons,

well versed in all types of Vegetarian / Non-Vegetarian food preparation.

2.11 On special occasions like parties to be conducted at guesthouse or in any of the company-chosen

place, the Contractor shall be ready to undertake such parties. The Contractor and the Company

shall work out special menu and rates for such occasions.

2.12 The contractor shall attend to any or all catering requirements, whether covered contractually or

otherwise, at a predetermined price laid out in the contract or mutually agreed upon thereafter.

2.13 The Contractor may inspect the kitchen equipment, crockery and cutlery, etc. available with

BHEL. The Contractor is free to use any of the available facility in the guesthouse. For any

additional requirement, the Contractor may bring his own equipment.

2.14 Routine cleaning and proper handling of kitchen equipment required for food production will be

the contractor‟s responsibility.

2.15 All cooking fuel costs will be borne by the contractor. The contractor shall co-ordinate on

ordering of refills in time.

3. HOUSEKEEPING

3.1 The number of rooms available in the guesthouses and the area of lounge, dining halls, etc., are given

separately. The Contractor, before submitting his offer, may visit the places for his own assessment.

3.2 The Contractor would procure all the guest amenities materials and provide the same in all rooms at the

time guest‟s arrival. This includes : 1.Sample soap , 2.Tooth brush 3. Pocket comb 4. Sachet of Shampoo,

5. Sample toothpaste, 6. Sachet coconut oil, 7.Sachet of talcum powder. The special requirements like ,

Razor, shaving cream , shaving brush , shower cap etc to be provided to VIP guests as per the instruction

of the management and the cost of the special requirements shall be reimbursed.

….6

Page - 6

3.3 All the rooms shall be kept neat and tidy always to enable BHEL to allot the rooms at any time.

3.4 The Contractor shall make beds and clean all rooms daily. All rooms are to be cleaned with high quality

disinfectants. The rooms are to be cleaned/mopped with disinfectants minimum twice a day and when

ever the room is vacated. Ceilings, ceiling fans, windows, glasses and furniture are to be cleaned once in

fifteen days. All the necessary housekeeping materials for the performance of services shall be to the

Contractor's account.

3.5 Room fresheners and deodorants facilities to be made available in all the rooms, toilets, lounges and all

common toilets. They may be replenished immediately whenever required.

3.6 The contractor shall maintain high standards of cleanliness and hygiene throughout the guesthouse.

3.7 The contractor shall make proper flower arrangements in the dining halls and lounges.

3.8 The Contractor's men shall take care of the wall calendars, clocks, etc. provided in the guesthouse rooms

and other places, including taking care of changing batteries when required.

4 Rooms to be checked for bed, towel, soap, water, functioning of TV, refrigerators, ACs, geysers and bath

room fittings, bulbs, etc.

4. LAUNDRY

4.1 The Contractor shall provide all management, manpower and systems for efficient and timely laundry

services for the guesthouse.

4.2 Bed linen, towels, napkins, curtains, furniture upholstery shall be periodically washed and kept in clean

condition for use. Soiled/ wrinkled linen shall not be used in the rooms on any account. Failure to

compliance will attract penalty pl see penalty clause .

4.3 The Contractor shall bring washing equipment if required, and provide detergents for laundry washing.

4.4 BHEL shall provide water and electricity along with adequate space.

4.5 It may be noted that the price agreed includes charges for laundering of the BHEL's cloths like linen,

towels, etc. However, The contractor shall charge from the guests for washing and pressing of guests‟

clothes at mutually agreed rates.

4.6 The horticulture department of BHEL shall take care of the flora of the guesthouse. The regular sweeping,

watering and cleaning of the garden area shall be the Contractor's responsibility.

5. GENERAL ADMINISTRATION

5.1 Guest Occupancy Register provided by the BHEL shall be kept safely. As soon as the guest enters the

guesthouse necessary entries are to be obtained.

5.2 An attendance register to be maintained for the attendance of the staff and to be produced when ever

required by the management..

5.3 Daily boarding charts are to be maintained without overwriting for the provision of food to the guests.

5.4 A file to be maintained for preserving the room reservation slips.

5.5 Both room rent and boarding bill books are to be maintained.

5.6 Property Register is to be maintained by the Contractor to ensure the safe custody of company's properties.

This is subject to periodical verification by the concerned authorities of the Company. Hence, the

Contractor shall assume full responsibility for maintaining all Company's property including kitchen

equipment in its care, custody and control. In case of any shortage, the Contractor is liable for replacement

of the same at his cost.

…7

Page – 7

5.7 Guest occupancy details should be maintained in the display board..

5.8 The Contractor shall maintain a suggestion book for daily comments on services provided by him. He shall

also obtain guest comments using a standard format to evaluate his service on a regular basis.

5.9 Statements of food provided, bills received and submitted, etc are to be maintained by the Contractor.

5.10The Contractor shall perform all catering and housekeeping work in a thorough, efficient, professional

manner with due diligence and care according to industry norms and standards, in conformity with

applicable laws and regulations and Company's own procedures and instructions. The Contractor shall

perform the Service to the satisfaction of the Company and if any shortcoming is found, then on instruction

the Contractor shall rectify the shortcoming immediately.

5.11 All personnel posted by the Contractor at Transit Flats/Guest House should strictly maintain polite and

courteous behavior towards all guests and officials.

Raw material standards: The Contractor shall ensure that high quality ingredients and vegetables are always

procured for preparation of eatables. For all food preparation, double refined cholestrol free and agmark oil is

to be used. As for as possible for all other preparations agmark or any other standard products are to be used.

The company‟s authorized official has the right to reject any ingredient that may be found to be substandard.

All raw materials used should be free from adulteration or any foreign material.

Hygiene standards: The Contractor should ensure the personnel hygiene of the workers employed by him and

ensure periodical medical check up as per the norms of the Factories Act 1948 and OHSAS norms .

Facility provided by the BHEL 1. Kitchen equipment like gas stoves, grinder, refrigerators, etc.

2. Crockery and cutlery

3. Furnishing and Furniture in rooms, dining halls, lounges, office rooms, etc.

4. Telephone – Usage charges to be controlled within reasonable limits prescribed from time-to-time by

BHEL.

The Contractor is at liberty to visit the Transit Flat /GH before submitting his offer. All the available

capital equipment will be given as-is, where-is condition. If any specific requirement for such equipment is

there from the Contractor's side, BHEL will decide on case-to-case basis. The crockery and cutlery are

available and will be recouped once in a year against breakages in the normal use.

Any loss, theft, damage or breakage of the items entrusted to the Contractor will be borne by the Contractor.

The Contractor will have full responsibility of proper upkeep, maintenance (including spares replacement of

equipment ) and custody of the equipment/ vessels etc, handed over by the company.

All the items supplied by the company at its expense for the purpose of running Guest Houses will be

company‟s property for all intents and purposes.

The losses due to breakage / theft / damage or loss of any such materials / equipment / fixtures / furniture or

damage due to poor and reckless handling shall be recovered from the Contractor at full cost. In regard to

natural wear and tear of any such item, the decision of the company shall be final and binding on the Contractor.

CONTRACTOR'S PERSONNEL

1. Contractor‟s representative posted as in-charge at each Transit Flat/Guest House should necessarily be

fluent in spoken Tamil and English.

2. The Contractor shall maintain sufficient Professionally Qualified (Degree/Diploma/Certificate of not less

than one year duration in Hotel Management/Catering from a recognized Catering Institute) and Trained

competent catering Personnel (as specified in the annexure) on the job to ensure smooth operation of the

services as set forth in the Scope of Work and services. The personnel should have undergone formal

training in one of the renowned Catering Institutes in the country. This will include but not limited to:

…8

Page - 8

a. All labour necessary to prepare and serve all meals of different cuisines including continental and to

maintain the guesthouse rooms, etc., in an immaculate state of cleanliness and hygiene and

b. All clerical, supervisory and management personnel necessary for catering and allied operations.

3. The Contractor shall be solely responsible for providing all requirements of its personnel, including

a. Payment of wages and all allowances to its' employees.

b. Collection and payment of all taxes on behalf of its employees and any other statutory requirements

such as PF, ESI, etc., made by any Government Authority having jurisdiction.

c. Prompt replacement of any personnel whose performance is unsatisfactory or whose presence is

considered as detrimental to Company's interests

d. All insurance and safety aspects pertaining to Contractor's employees are the contractor‟s liability.

e. The personnel employed by the Contractor shall be healthy in all respects and shall produce medical

certificates to substantiate the same as required by the Company/Company's medical officer.

Medical check-up shall be done once in six months. BHEL is at liberty to subject any personnel

employed by the contractor to medical check up by BHEL doctor / any other authorized doctor at

any time at cost recovery basis.

4. The Contractor shall ensure that all his employees turn out in clean, appropriate uniforms and shoes, at all

times on duty. The personnel shall wear caps while serving food. The Contractor shall provide the

necessary uniforms adequately and ensure that no employee is permitted to perform duty without

uniform . If the employees are found performing duty without proper / clean uniforms, suitable action

will be taken that may include full or partial recovery from establishment cost. The daily roster of the

staff for the week should be made available to BHEL.

The contractor shall maintain necessary Qualified/Trained competent personnel in each category and

for each work as specified. They should meet all the requirements and fulfill all the activities mentioned

in the schedule.

The company has no responsibility whatsoever on the Contractor‟s employees and the Contractor will be solely

responsible for managing his employees. In the event of any dispute between the Contractor and his employees,

the Contractor alone will be responsible for settlement of any claim and consequences that may arise out of any

such dispute, whether statutory or otherwise.

The Contractor will be solely responsible for the operation of the Transit Flat/ GH. The operation of the Transit

Flat will be monitored by the designated officials of the company. The Contractor will also ensure availability

of a responsible person on round-the-clock basis for contact by the designated officials of the company.

The Contractor shall engage sufficient number of competent employees for running the Transit Flat/ GH. on

round-the-clock basis. Expenses on account of payment of salary / wages / provisions of food stuffs / eatables

for contractor‟s employees / Uniform / Personal Protective Equipments, and other benefits including statutory

payments like PF, ESI, Holiday wages, Gratuity, Bonus, etc., to the contractor‟s employees shall be met by the

Contractors. The Contractor shall have full control of his employees including the right to appoint, determine

service conditions, discharge, dismiss, or otherwise terminate their services at any time. The Contractor shall be

solely responsible for any claim arising out of employment or termination of employment of his employees and

any other statutory payments.

…9

Page - 9

A Contractor shall employ such personnel who are medically fit. The company has right to direct the

Contractor to remove from the premises such of his personnel who may be physically, hygienically, clinically or

medically unfit.

The Contractor shall comply with the provisions of the Factories Act 1948, Contract Labour (regulation

and abolition) Act 1970, ESI Act 1948 , Workmen‟s Compensation Act 1923, Employees Provident Fund and

Miscellaneous Provisions Act 1952, Minimum Wages Act 1948, Payment of Wages Act 1936, Payment of

Bonus Act 1965, Payment of Gratuity Act 1972, Catering Establishment Act, Industrial Establishment,

(National & Festival Holidays) Act 1958 and the Rules where under or any other Laws and Rules as may be

applicable to the contract workmen from time to time. The Contractor shall produce registers and records and

comply with other directions issued by the company for compliance of the statutory provisions.

The Contractor shall fully indemnify BHEL for any default or non observance by the Contractor or any of his

representatives of any of the provisions of the above mentioned enactments and the rules framed there under.

Even though the Contractor shall be solely liable for settlement of any claim made by any persons due to the

non observance by the Contractor of any of the provisions otherwise of the enactments cited BHEL reserves its

rights to settle directly any amount due by the Contractor as mentioned above and to recover such amounts from

any of the amounts payable by the BHEL to the Contractor or in the absence of the same as debt due to BHEL

by the Contractor.

The Contractor shall, when ever required by the company or Govt. officials authorized under the statutes,

produce for inspection, all forms, registers and other records required to be maintained under various statutes.

The Contractor shall produce documentary evidence in proof of effecting the said statutory payments.

Non-observance of the provisions will be construed as default by the Contractor to make such payment,

and payment of his bill will be withheld.

The company will not make any separate payment towards the expenses incurred by the Contractor for

complying with the above or any of the statutory provisions regarding their employees.

The Contractor shall comply with all operational rules and regulations, including safety and security rules

framed by the company and made applicable to the whole or part of the premises, wherein the Contractor or his

employees happen to be operating / working. In the event of any of the Contractor‟s employees violating the

said rules and regulations or in any way becoming objectionable to the company, the Contractor shall remove

forthwith such employees from the company‟s premises and indemnify BHEL for any loss on such violation of

the rules and regulations.

All disputes arising out of or in relation to this agreement shall be settled by mutual discussions and in the event

of failure such dispute(s) shall be referred to the sole Arbitrator who will be nominated by the Executive

Director of BHEL Tiruchirapalli Unit.

…10

Page – 10

PERIOD OF CONTRACT

The contract shall commence from date of awarding the contract or at a later date as decided by BHEL and shall

remain in force for a period of two years.

The company reserves the right to extend the period of contract for a further period of up to one year on terms

mutually agreed upon.

Either party shall be at liberty to terminate the agreement by giving three clear calendar months notice in

writing.

Risk clause.

BHEL reserves the right to terminate the contract due to any failure on the part of the Contractor in discharging

his obligations under the contract or in the event of his becoming insolvent or going into liquidation. The

decision of the BHEL about the failure on the part of the Contractor shall be final and binding on the

Contractor. In such events the cost incurred by B HEL in engaging alternative agencies shall be recovered from

pending bills/adjusted from Security deposit.

Accounting and payment terms:

The Contractor should properly account for the food items served which may be counter- checked as per the

systems enforced by BHEL.

Necessary records are to be maintained by the responsible person appointed by the Contractor which is to be

audited from time to time by the BHEL officials or the auditor appointed by BHEL.

The payment will be admitted and cleared for the number of food items served only and not on the quantity

prepared in respect of COMPANY GUESTS as informed by the company..

The Contractor is fully responsible to account for the cost of the wastages of food items prepared at the Guest

Houses. So any wastage of food items will have to be borne by the Contractor.

Payment to the Contractor

The Contractor shall raise the bill on completion of every month, which should be duly certified by the official

in charge and the payment shall be effected as per the existing Rules. The contractor‟s bill will be processed

only on submission of necessary records of attendance , personal payments , all statutory payments like

ESI, PF and all relevant records

SUBLETTING

The contractor shall not sublet, transfer or assign the contract or any part thereof without the previous

written approval of the company to any other person/company/ organization.

…11

Page – 11

HOW TO QUOTE:

Tender documents consist of Part „A‟ and Part „B‟ as detailed below:

Part „A‟ : Pre-qualification bid ( un-priced commercial bid)

Part „B‟ : Price bid.

Part „A‟ must be duly completed and sealed along with earnest money deposit (EMD) in a separate envelope

superscribed „Tender No.BP:07:57:24 = Part „A‟ = Pre-qualification Bid” . The tenderer shall expressly

accept all the terms and conditions of the tender. Alternatively, the tenderer should list deviations from the

terms and conditions given in the tender documents. The tender which does not comply with BHEL‟s terms

and conditions may be rejected as Non-Responsive.

Part „B‟ must be duly completed and sealed in a separate envelope superscribing “Tender No. BP:07:57:24

Part „B‟ = Price bid” for I. Transit Flat, New Delhi, II. Transit Flat, Chennai and III. Kailas Guest

House, Trichy. The scope and general terms and conditions should be attached to this with each page duly

signed as a token of acceptance.

Part „B‟ - the price bid should not carry any conditions and commercial terms. Price / rate only should be

quoted in clear terms in the format given by BHEL.

Part „B‟ - price bids will be opened only in respect of those tenderers who are qualified in the pre-qualification

bid.

The tender forms both Part „A‟ & „B‟ duly filled in all respects shall be signed on each page by the tenderer.

Any alteration, erasure or over-writing will render the tender invalid. Alteration neatly carried out and duly

attested over the full signature of the tenderer however is permitted.

The tenderer should submit the tender documents intact without detaching any page or pages.

Name of the tenderer should be written on the sealed envelope.

Tender documents consisting of

1) Part „A‟ (common) in a separate sealed inner cover and

2) Part „B‟ for each transit flat and GH ( ie if the bidder opts to quote for the three units viz. - Delhi

Transit flat , Chennai Transit flat and Tiruchy GH) are to be duly sealed in a separate inner

cover.

3) The two inner covers should be sent in a sealed outer cover superscribing as “Tender for

Oursourcing of Transit Flats in New Delhi, Chennai and Kailas Guest House at Trichy” to the

Deputy General Manager / Administration , HRM , Trichy –620 014 so as to reach him on or

before 14 hrs on 05.12.2009

Part „A‟ of tender form will be opened at 14.30 hours the same day (05.12.2009) in the presence of tenderers /

representatives who wish to be present for the tender opening. Tenderers will be evaluated further and who are

found to meet the pre qualification criteria will be intimated to attend the tender opening of Part „B‟ – price bid

at a date to be notified separately. Part „B‟ will be opened at the specified date in the presence of the tenderers /

representatives who are notified to attend the tender opening.

…12

Page-12

The quotations may be sent either by register post or may be deposited in the tender box kept in the office of

Deputy General Manager / Administration, HRM, of BHEL, Tiruchirapalli - 14 from 23.11.2009 to 05.12.2009

between 8.00 AM and 4.30 PM. (on all working days) and on 05.12.2009 upto 14.00 hours. TENDERS

RECEIVED AFTER SCHEDULE TIME OF CLOSING FOR TENDERS SHALL BE TREATED AS LATE

OFFER AND REJECTED

For any further details required, you may please contact the Deputy General Manager / Administration, HRM,

Bharat Heavy Electricals Ltd., Trichirapalli – 14 in person or through telephone ( 0431-2577823 ).

BHEL reserves the right to assess the capacity and capability of the parties for pre-qualification. The company

also reserves the right to accept or reject any or all the tenders or any part thereof at any stage of process

without assigning any reason whatsoever. The company has no obligation to accept the lowest tender. BHEL‟s

decision in this regard shall be final and binding.

The Company (BHEL) shall have the discretion to award the contract I. Transit Flat, New Delhi II,Transit

Flat, Chennai and III. Kailas Guest House separately.

PRICE BID:

The tenderers are required to submit their quotation for the items listed in Part “B‟. The labour cost will include

the wages payable to the employees by the Contractor, and also statutory payments such as ESI, PF, Bonus,

Incidentals like cost of food supplied to the workmen, uniform and all other statutory and non statutory benefits

to the persons employed by him. The Service Tax at the prevailing rates is payable on the agreed rates

additionally by BHEL, provided the Contractor shows the Service Tax part separately in the bill and also

provides the Service Tax Registration details and proof of payment of the Service Tax.

Catering charges - the rate for each unit of food item shall include material and fuel cost only. The labour cost

for food preparation shall be covered under fixed service charges for providing man power.

VALIDITY OF RATES:

The OFFER should be valid for 90 days from the date of opening of the price bid. The rates of successful

bidder should be valid for two years from the date of commencement of the contract.

PENALTY CLAUSE:

1. For any reduction in the agreed minimum labour, cost will be reduced pro-rate in addition

to risk clause operation due to deficiency in services.

2. For deficiency in maintenance of guest houses ,reduction of materials/labour cost pro-rate

shall be effected.

3. For deficiency in providing the guest amenities cost there with departmental charges shall

be recovered.

Periodical review of complaints book shall be done and if contractor is found responsible for deficiency

in services/behavior, suitable action shall be taken by the company and partial/full security deposit shall

be forfeited.

****

Page - 1


Dated: 14.11.2009

Part – A

Bharat Heavy Electricals Ltd

Tiruchirapalli – 620 014

PART „A‟ - PRE-QUALIFICATION BID

IMPORTANT NOTE:

1. Please read “Scope and general terms & conditions” before filling up this form.

2. Attach documentary evidence wherever asked for.

3. Attach the DD drawn in favour of BHEL, Tiruchirapalli or Cash Receipt from BHEL Cash Office towards

payment of Earnest Money deposit as stated in the “Scope and general terms & conditions”.

4. Complete the format in all respects with signature on each page.

5. Sealed cover super scribing on the envelope “Tender No.BP:07:57:24 DATED 14.11.2009 Part „A” –

(Pre-qualification Bid)” should be submitted before the due date.

6. If space provided in the format is not sufficient, please provide the information in a separate sheet.

7. Those who are qualified for “Pre-qualification Bid” alone will be considered for opening of “Price Bid”.

****

Page –2


Dated: 14.11.2009

Part - A

PART „A‟ - PRE-QUALIFICATION BID

( A ) Name & Address of the Tenderer with contact phone numbers

( B ) Whether Individual or Company or Partnership Firm?

(C ) Name & address of Directors and / or Partners (in case of Company or Partnership firm) or name &

address of the Proprietor (s) in the case of sole proprietorship firm. (documentary evidence to be enclosed).

( D ) Usual place of business:

( E ) Experience: ( Use separate sheets where ever necessary)

- Transit Flat/Guest House general catering (particulars to be given with reference). Documentary

evidence to be enclosed.

Transit Flat/Guest House catering (particulars to be furnished with documentary evidence. Quotation

without documentary evidence for required experience shall be rejected).

Page – 3

Pa Tender No.BP:07:57:24

Dated: 14.11.2009

Part - A

( F ) No. of employees proposed to be employed with break up details viz., Managers/Supervisors, Cooks,

Service Boy, etc, for each work. The professional qualification for each of the posts may be indicated against

the number.

( G ) Total number of employees presently employed by the tenderer in the Guest House maintenance and

catering contracts.

( H ) Name of Bankers

( I ) Provident Fund / ESI Code Nos.

( J ) Whether the tenderer has been issued with a licence under the Contract Labour Regulation & Abolition

Act? If so, furnish the details.

( K ) Working capital of the contractor

( L ) Is the contractor an Income-Tax Assessee ? If so, acknowledgement of returns filed with Income-Tax

for last 3 years has to be produced.

( M ) Have the accounts of the Firm / Company been audited for the previous year. If so, furnish a copy of

audited accounts of the previous three years.

Page – 4 Tender No.BP:07:57:24

Dated: 14.11.2009

Part - A

( N ) Whether the quotations are submitted in Part „B‟ – “Price Bid”.

( O ) DD No., Date, Name of the Bank and amount towards Earnest Money Deposit.

( P ) Any other information the tenderer may like to furnish.

Signature

(Name & Address of the Tenderer

with Official Seal)

Place:

Date:

DECLARATION

I / We hereby declare that I / We have not been banned and de-listed by any Government Department /

Financial Institution / Court.

Signature

(Name & Address of the Tenderer

with Official Seal)

Place:

Date:

Page – 1


Dated: 14.11.2009

Part – B

PART „B‟ - PRICE BID

I. BHEL TRANSIT FLAT IN CHENNAI

IMPORTANT NOTE:

1. Please read carefully “Scope and General Terms & Conditions” before filling up this form.


3. The labour cost will include the wages payable to the employees by the Contractor, and also statutory

payments such as ESI, PF, Bonus, Incidentals like cost of food supplied to the workmen, uniform and all

other statutory and non statutory benefits to the persons employed by him.

4. The rate quoted for catering charges should be as per the menu. The rate for each unit of food item shall

include material and fuel cost only. It may be noted that the labour cost for food

preparation/serving shall be covered under fixed service charges.

5. The offer should be valid for 90 days initially from the date of opening of the Price Bid. The rates of

successful bidder should be valid for two years from the date of commencement of the contract.

6. Standard for preparation of items and standard weight for each item attached should be taken into

consideration while quoting the rates.

7. Sealed cover super-scribing on the envelope “Tender No.BP:07:57:24 DATED 14.11.2009 - Part

„B‟ (PriceBid )” should be submitted along with Part A as instructed separately.



Dated: 14.11.2009

Part B – I

I. Location and Details of the Transit Flat in Chennai

Address & the location : Plot No. 7A, Inner Ring Road

Ashok Nagar, Chennai- 600 083

Phone : 0431 – 24890204

Number of rooms : 22 rooms ( all A/c rooms) 47 beds

1) Main Building – 15 Rooms

Double bedded rooms -09 ( 18 beds)

Three bedded room -1 ( 3 beds )

Four bedded room - 1 (4 beds)

Five bedded room 1 ( 5 beds )

Master bedded rooms- 3 ( 3 beds )

2) Annexe bldg. : 07 rooms (all A/c rooms)

No.

(A-9) - 3 A/c Rooms ( 6 beds)

(C) - 2 A/c Rooms ( 4 beds)

(B ) - 2 Non A/c ( 4 beds)

Total Number of beds : 47 beds

Dining halls : Two

Kitchen : One

Lounge : Three

Contact Phone number : 24890204

The contractor is requested to visit of the above site before quoting the tender.


Dated: 14.11.2009

Part B – II

II. MANPOWER REQUIREMENT FOR TRANSIT FLAT IN CHENNAI

Sl.No

Designation

No

01

Manager

1

02

Supervosr

1

03

Sr.Cook

1

04

Asst. Cooks

2

05

Stewards

3

06

Helpers/Housekeepers

3

Total

11

Page – 4


Dated: 14.11.2009

Part – B

Part B – Price bid


ANNEXURE OF RATES

Sl.

No.

Description Rates

Rs.

01.

Fixed service charges per month for providing the man

power as specified in the annexure B II:

02.

House keeping material charges per month for cleaning the

premises. (break up details of material proposed to be used

may be furnished)

03. Cost of Guest amenities per month ( 1.Sample soap ,

2.Tooth brush 3. Pocket comb 4. Sachet of Shampoo, 5.

Sample toothpaste, 6. Sachet coconut oil 7. Sachet of

talcum powder - break up details of material proposed to

be provided to the guests may be furnished)

04.

Laundry services costs per month (for linen bed spread

etc.)

TOTAL

Page –5 Tender No.BP:07:57:24

Dated: 14.11.2009

Part B – Rate bid


CATERING CHARGES

Sl.

No.

Description of the Items Weight

In Grams

Rate

01. Coffee / Tea / Milk (180 ml.)

02. Breakfast Vegetarian:

(a) Iddly / Rava Iddly / Dosa / Rava Dosa / Masala

Dosa / Onion Oothappam / Tomoto Oothappam / Poori

with potato masala etc. (Any two of items unlimited

quantity to be served with variety chutney and sambar )

(b) Coffee / Tea / Milk

03. Breakfast Vegetarian Special:



with masala etc. (Any two of items unlimited quantity

to be served with variety chutney and sambar.)

(b) Vadai with chutney / sambar 2 nos.

(c) Coffee / Tea / Milk

04. Breakfast Non Vegetarian:

(a) Bread slices with jam & butter ,

(b) 2 eggs omelete / scrambled egg etc. ,


05. Breakfast – extras: (any one of the items should be

served for the quoted rates)

(a) Cornflakes with milk & sugar,

(b) 2 eggs omelete,

(c) 2 slices of bread with butter & jam,

(d) Pot Coffee / Tea (2 cups)

06. Lunch/Supper – Vegetarian: Chappathi or poori

Plain rice

Variety rice / Rava pongal / Sevai variety / Vegetable

fried rice / Pulav etc. – Any one item alternatively to be

served.

Deep fry poriyal

Koottu or Aviyal

Sambar / Dhall / Vattal / More kulambu

Rasam

Curd or Curd bath

Appalam

Pickle

Chutney

Sweet (during lunch only)

Banana / Seasonal fruit alternatively (during supper)

Sl.

No.

Description of the Items Page - 6 Weight

In Grams

Rate

07. Lunch /Supper ( Non Vegetarian)

Chicken (200gms) OR Mutton (125gms) OR Fish

(150gms) Neimeen seela or Vanjaram or Parai

( any one )

Chappathi/Poori +Plain Rice+Kootu/Poriyal/Avail +

Deepfry in oil +Rasam+

Curd/Curdbath+Appalam+Pickle one variety one

day+chetney

Sweet made during lunch OR Banana/seasonal fruit

on rotation during supper

08.

Lunch /Supper ( Vegetarian Special )

Soup, Bread slices and Butter

Chappathi or poori

Plain rice


fried rice / Pulav etc. – Any two items alternatively to

be served.

Deep fry poriyal

Koottu or Aviyal

Cutlet/Vadai/Bomda/Bajji/pakkoda etc/plain or with

sambar or curd


Rasam

Curd or Curd bath Appalam

Pickle Chutney

Sweet + Banana / Seasonal fruit alternatively

09 Lunch/Supper Non- Vegetarian Special

Soup,Bread slices and butter

Fried Fish/Fish cutlet with salad & Sauce Neimeen

seela or Vanjaram or Parai 1kg for 10 persons

Chicken ( 1 chicken of 1.250 kg for 4 persons) OR

Mutton (1 kg for 6 persons) with boiled vegetables.

Curry and rice( Chicken / Mutton/Fish)

Kootu/Avial+Deep fry or porial in

oil+rasam+curd/curd bath+appalam

Chappathi/Poori+Plain rice+Pickle one variety one

day+chutney

Sweet +

Banana/Seasonal fruit on rotaion daily

10 Lunch/Supper – Non Vegetarian Western Soup,Bread slices and butter





Sweet /pastry/pudding+coffe/Tea

Page – 1


Dated: 14.11.2009

Part – B


II. BHEL TRANSIT FLAT IN NEW DELHI

IMPORTANT NOTE:









13. The offer should be valid for 90 days from the date of opening of the Price Bid. The rates of successful

bidder should be valid for two years from the date of commencement of the contract.




„B‟ (PriceBid )” should be submitted along with Part A as instructed separately..



Dated: 14.11.2009

Part B – I

II. Location and Details of the Transit Flat in NEW DELHI

Address & the location : M 72, Greater Kailas

Part – I NEW DELHI - 110048

Phone : 011– 29230993

Number of rooms : 11 rooms ( all A/c rooms) 23 beds

Ground floor = 3 rooms 6 beds

First floor = 6 rooms 11 beds

Second floor = 2 rooms 6 beds

Ground floor kitchen = 1

Lobby cum dining = 1

Total Number of beds : 23 beds

Dining halls : One

Kitchen : One

Lounge : One

Contact Phone number : 011 - 29230993



Dated: 14.11.2009

Part B – II

II.MANPOWER REQUIREMENT FOR TRANSIT FLAT IN NEW DELHI

Sl.No

Designation

No

01

Manager/Supervisor

1

02

Sr. Cook

1

03

Asst. Cooks

1

04

Stewards

2

05

Helpers/Housekeepers

2

Total

7

Page – 4


Dated: 14.11.2009

Part – B


III.BHEL TRANSIT FLAT IN NEW DELHI

ANNEXURE OF RATES

Sl.

No.

Description Rates

Rs.

01.



02.



may be furnished)



Sample toothpaste, 6. Sachet coconut oil 7. Sachet of

talcum powder - break up details of material proposed to

be provided to the guests may be furnished)

04.


etc.)

TOTAL


Dated: 14.11.2009

Part B – Rate bid

II. BHEL TRANSIT FLAT IN NEW DELHI

CATERING CHARGES

Sl.

No.


In Grams

Rate





with Potato masala etc. (Any two of items unlimited







quantity to be served with variety chutney and sambar.)










(b) 2 eggs omelete,




Plain rice



served.

Deep fry poriyal

Koottu or Aviyal


Rasam

Curd or Curd bath

Appalam

Pickle

Chutney



Sl.

No.


In Grams

Rate




( any one )




day+chetney

Sweet during lunch OR Banana/seasonal fruit on

rotation during supper

08.



Chappathi or poori

Plain rice



be served.

Deep fry poriyal

Koottu or Aviyal


sambar or curd


Rasam


Pickle Chutney












day+chutney

Sweet +








Page – 1


Dated: 14.11.2009

Part – B


III. BHEL KAILAS GUEST HOUSE IN TRICHY

IMPORTANT NOTE:









21. The rates quoted should be valid for 90 days initially from the date of opening of the Price Bid. The

rates of successful bidder should be valid for two years from the date of commencement of the contract.




„B‟ (PriceBid )” should be submitted along with Part A as instructed separately.



Dated: 14.11.2009

Part B – I

III. Location and Details of the KAILAS GUEST HOUSE IN TRICHY

Address & the location : Kailas Guest House

BHEL Kailasapuram Township,

Tiruchirapalli- 620 014

Phone : 0431-2553485

Number of rooms : 02- Tripple rooms

06 – Double rooms

19 – Single rooms

Ground floor - 13 rooms

First floor - 14 rooms

( All are AC rooms )

04 – Double rooms ( Non- AC) annexe

01 – office room at ground floor

Total Number of beds : 37 + 8 = 45 beds

Dining halls : Two AC dining hall

Kitchen : One

Lounge : One

Contact Phone number : 0431 - 2553485



Dated: 14.11.2009

Part B – II

III.MANPOWER REQUIREMENT FOR KAILAS GUEST HOUSE IN TRICHY

Sl.No

Designation

No

01

Manager

1

02

Supervisor

1

03

Cooks

2

04

Asst. Cook

1

05

Stewards/House keepers

5

06

Utility workers

2

07

Dish washers

2

Total

14

ge – 4


Dated: 14.11.2009

Part – B


III.BHEL KAILAS GUEST HOUSE IN TRICHY

ANNEXURE OF RATES

Sl.

No.

Description Rates

Rs.

01.



02.



may be furnished)



Sample toothpaste, 6. Sachet coconut oil 7.Sachet of

talcum powder - break up details of material proposed

to be provided to the guests may be furnished)

04.


etc.)

TOTAL


Dated: 14.11.2009

Part B – Rate bid

III. BHEL KAILAS GUEST HOUSE IN TRICHY

CATERING CHARGES

Sl.

No.


In Grams

Rate












quantity to be served with variety chutney and sambar.)










(b) 2 eggs ommelete,




Plain rice



served.

Deep fry poriyal

Koottu or Aviyal


Rasam

Curd or Curd bath

Appalam

Pickle

Chutney



Sl.

No.


In Grams

Rate




( any one )




day+chutney

Sweet during lunch OR Banana/seasonal fruit on

rotation during supper

08.



Chappathi or poori

Plain rice



be served.

Deep fry poriyal

Koottu or Aviyal


sambar or curd


Rasam


Pickle Chutney












day+chutney

Sweet








Bharat Heavy Electricals Limited Tenders_251109.pdf · Bharat Heavy Electricals Limited ......

Documents

Transcript of Bharat Heavy Electricals Limited Tenders_251109.pdf · Bharat Heavy Electricals Limited ......